RTPI Privacy policy
1. Who we are
The Royal Town Planning Institute is a learned society incorporated by Royal Charter. We are a registered charity in England and Wales (262865) (Scotland (SC 037841). We also run the following companies and charities: RTPI Services Ltd (company no 2463662), Scottish Town Planning Institute (company no 145741), RTPI Services ITA Ltd (Company number: 5018796), RTPI Trust, charity number 1041078, George Pepler International Award, charity number: 313369, Planning Aid Trust Company number: 04259433 Charity number: 1092185 and National Council for Housing and Planning (also known as ROOM) Company: 496385 Charity no: 252002. This privacy policy applies to all entities listed above.
This Privacy Policy relates to information which is obtained by the RTPI and for which the RTPI is the Data Controller.
This privacy policy sets out how the RTPI uses and protects any information that you give to the RTPI when you use this website.
- What we collect
- What we do with the information that we gather
- Security
- How we use cookies
- Links to other websites
- Your choices and obligations
- Other important information
The RTPI is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.
The RTPI may change this policy from time to time and we will contact you to let you know of any substantive changes.
What we collect
We may collect the following information:
- name and job title
- contact information including email address, postal address and telephone number
- sensitive information including gender, disabilities and ethnicity
- preferences and interests
- financial payment information
What we do with the information that we gather
We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- Improve our products and services.
- To send updates and information we think you may be interested in as part of supporting your professional development including news, research findings, training, events etc
- To send you subscription renewal notices and reminders.
- To enable the effective running of events ie bookings, sharing your name and organisation on delegate lists with other delegates and speakers
- From time to time, we may also use your information to contact you personally. We may contact you by email, phone, fax or mail.
- To customise the website according to your interests in the future
- Share the data with selected partners including Redactive (publisher of The Planner)
- If you sign up to the Independent Consultants' Network Email Discussion Forum, your contact details (among other information) can be seen by other members of the Forum
- If you are a member of any of the governance bodies your data will be shared with the other members of that body to enable its effective function
- To enable you to take part in the democracy of the RTPI including elections for Board, GA and the Vice President, committees at a national and local level
- To inform you of statutory events such as the AGM
- To meet our charitable reporting duties
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
If you pay your fees by credit or debit card, we will not retain your card details after processing your payment. You will need to resubmit this information for future transactions.
How we use cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use Google Analytics to collect information about how visitors use the website. This measurement service enables us to monitor and improve how the RTPI website is used. These cookies collect your data anonymously.
We use cookies in some other ways which help us to provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. They also enable us to provide our members with services such as access to member-only content or profile details. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
Our site users four different types of cookies:
Strictly Necessary cookies: These cookies are necessary for the website to function and cannot be switched off in our systems. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
Performance cookies: These cookies allow us to count visits and traffic sources so we can measure and improve the performance of our site. They help us to know which pages are the most and least popular and see how visitors move around the site. All information these cookies collect is aggregated and therefore anonymous. If you do not allow these cookies we will not know when you have visited our site, and will not be able to monitor its performance.
Functional cookies: These cookies enable the website to provide enhanced functionality and personalisation. They may be set by us or by third party providers whose services we have added to our pages. If you do not allow these cookies then some or all of these services may not function properly.
Targeting cookies: These cookies may be set through our site by our advertising partners. They may be used by those companies to build a profile of your interests and show you relevant adverts on other sites. They do not store directly personal information, but are based on uniquely identifying your browser and internet device. If you do not allow these cookies, you will experience less targeted advertising.
You can choose to accept or decline cookies which are not strictly necessary. You can also select whether you wish to only accept certain types of the cookies our site collects using the cookies settings option on the cookie banner. Rejecting some or all cookies may prevent you from taking full advantage of the website.
We sometimes embed photos, audio and video content from websites such as Flickr, Soundcloud, YouTube and Vimeo. As a result, when you visit a page with content embedded from, for example, Flickr, Soundcloud, YouTube and Vimeo, you may be presented with cookies from these websites. This website does not control the dissemination of these cookies.
You should check the relevant third party website for more information about these.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Your choices and obligations
We keep most of your personal data for as long as your membership is open or you are in contact with us.
We keep some of your data even after you end your relationship with us.
You can access or delete your personal data. You have many choices about how your data is collected, used and shared.
Rights to Access and Control Your Personal Data
You can access or delete your personal data. You have many choices about how your data is collected, used and shared which we manage through our consent centre and speaking with us.
If you would like more information, or have any questions about this policy, please contact: Governance, RTPI, 41 Botolph Lane, London EC3R 8DL or email [email protected]
To make a formal complaint about the RTPI's approach to data protection or raise privacy concerns directly with our data protection team, Governance, RTPI, 41 Botolph Lane, London EC3R 8DL or email [email protected]
You also have the right to make a complaint direct to the UK's data protection authority, the Information Commissioner's Office (ICO). The ICO can be contacted at: https://ico.org.uk/global/contact-us/
Concerns can be also be logged via the ICO website.
Other important information
We monitor for, and try to prevent, security breaches.
Cross-Border Data Transfers - We process data both inside and outside of the United Kingdom. Where we transfer data we do so either within the EEA or through written contract terms.
Updated 30 November 2022